Learn the Process How to Get Organized

I learned a long time ago that there has to be a system for working with each client. I have several areas we address, and not all clients need to address all areas. We focus on what makes sense to their situation. That being said, it’s kind of simple. As I ask in my keynote address, I pose the question, “What’s going on here?” What is happening is not always as obvious as they think it might be. In posing the question, we begin to dig deeper to ultimately identify root causes. The question registers in their mind that something’s not working.

Then we go about “checking in” by using assessment tools. Once they check in with themselves, we are able to identify the problem or problems. In my book Lost In Your Own Office, I give tips for focusing on some main areas common to most of my clients:

·         Space

An inefficient work-space can significantly impact your productivity. Studies show that each year 1.8 million workers develop injuries related to ergonomic factors. That translates into an annual productivity cost of more than $60 billion. 

·         Paper and files

o    Pilers and filers

Everyone has their own work style, and these work styles have now expanded to virtual workspaces. Creating systems to store information—paper and electronic—and make it easily accessible are an ever-increasing demand for all businesses. As I mentioned previously, the average person spends 150 hours retrieving or redoing misplaced information. 

o    Contact information

When I wrote my book, social media hadn’t really been in everyday conversations, so I focused primarily on managing business cards and creating systems to maintain relationships. Today, however, contacts and depositories for their data are multiplying. People not only have business cards, customer databases, such as Outlook, they also have LinkedIn profiles, Facebook, Twitter, and now Google+.  Managing relationships is probably one of the most critical parts of running a business. So, having systems to manage contacts is part of being well organized.

·         Time management

This area is more about priorities. We all have the same amount of time, so it really can’t be managed. Most clients can benefit by evaluating their life passions and looking at what they really want out of life. I can then help them address their commitment to focus their time on what really matters.

·         The stuff

This means clearing the clutter. “Containerizing” what is essential along with simplifying or eliminating what’s not necessary.

·         Email

This pertains to synchronization to a central location, such as your smart phones. It also involves making decisions on how and when to address email along with learning how to use email as a tool rather than the driver of your daily business.

·         Maintenance

How are you going to do your business and your life differently so that you can stay on the path of organization and improved personal productivity? My coaching programs may kick in at this point to set up a long-term relationship of accountability and address new goals as my client’s life priorities and interests change.

My experience with clients is that each of these areas are common denominators and once we assess them, then we get the right key (tool or process) to improve that area of inefficiency. Hotel keys come in all sizes and styles—some are simple manual keys, some are more sophisticated electronic card keys. It’s the same with organization and productivity solutions. Depending on the sophistication or style of your environment, you’ll need a key that is best for you. 

Once my clients have the right key, then they can freely open the door to the opportunity for relaxation (or at the very least, the opportunity for better efficiency). Finding the right solution for each of the main areas allows the client to move forward and get the relief they need so they can check out at times. In the business sense, it means checking out of the office for a break. 

This article is an excerpt from my book, Concrete Jungle, co-authored by Bob Proctor.

Visit www.strategizeandorganize.com to learn more about consulting services or to book Anne as a speaker.

What Do You Need to Get from Point A to Point B

In an interview, I was asked, "Once you get the client to understand that they are losing money through lack of productivity, how do you address their problems?"  You may be thinking the same thing and wonder how it applies to your business.  You may think each scenario would be different, because each industry or business has their proprietary ways of doing things. 

Ironically there’s a common thread to the majority, if not all, work environments. There are generic checklists for general areas to address, no matter what industry or size. Very quickly, we are able to identify where there are missing links. We then refine the checklists to address their specifics.

I heard a story that I incorporate into my basic “getting organized” training. If you have a car sitting in the garage and it has three flat tires, a dead battery, and expired plates, chances are you’re not going to be using it. People often have stuff in their office, or even staff in their office, that are just taking space and not being fully utilized. They throw ideas at the employee to get them motivated, hoping they’ll be more productive, and they are surprised when it doesn't help. If you compare that scenario to the stranded car in the garage, it would be the equivalent of getting a new battery. Sure, the car will start and sound alive. The question is, how far will it go when the tires are still flat? And what other problems would you encounter with those expired plates? The key is to continually look at the big picture while working with a client. Understanding and assessing where they want to go and what resources they have to get there gives you a foundation to start. This holds true for all businesses and industries.

This blogpost is an excerpt from my book, Concrete Jungle, Survival Secrets for the Real World.  Co-authored by Bob Proctor.

Order it today at http://www.annemcgurty.com/annes-tip-booklet.htm

http://www.strategizeandorganize.com
(303) 881-0174
(480) 442-2014

How to Work with a Business Coach

In a recent interview, I was asked about how I deal with clients who are super busy, bouncing all over the place multi-tasking. The question was asked, "How do you decide what will work for them? How do you help people get focused?"

My recommendation as a consultant of personal productivity is that I have to really quiet down the client and start to look at what is going on in their world. What is their vision? It’s up to them to set up the systems by defining how they want to communicate and have people reach them.

We all need to take responsibility for how the world communicates to us, and we need to have the appropriate tools so that we can synchronize incoming information. In that way, we can be as efficient and productive as possible, maximizing all the benefits of these technologies and not getting ourselves overwhelmed in the process. Every day, there is something new that comes out—something bright and shiny. People don’t want to get behind the eight ball, so they grab it. I just have to tell them to pull in the reigns—tame them down a little bit and tame their technology. 

I also use the example in my webinars of using a day planner or a calendar. Some people still carry around a planner because they like to see their calendar, and it often makes sense. If however they also use an electronic calendar and don’t synchronize the two systems, there will be havoc. And it can get even worse if they have a family calendar on the refrigerator. You see where this is going. The solution is to get one system and stick to it. Consolidate all the information in one place—one container, so to speak. You’ll always know where to go when you need to make an appointment.

It’s the same with all the new devices out there. You need to stop and look at what you need to stay on track and make sure that all your technology talks to each other and can be accessible in one container. Document management systems are all about keeping your information in one place and being able to collaborate with others so they can find it. Too many businesses spend too much time resending emails, redoing documents, or using outdated documents because they don’t have synchronized systems. I took a huge turn in my business this past year educating people on how to organize their electronic information. I’ve known about it for years, having been an information system major in college. I’m just happy that my clients are finally open to hearing about how to use them.  

This interview is an except from my book, Concrete Jungle, Survival Secrets for the Real World.  Co-authored by Bob Proctor.  Available at www.simplifyyourlifeblog.com.